Website indexing: extending the functions of HTML Indexer

HTML Indexer ( is the only commercial indexing tool that is designed for the indexing of websites. For a review of the software, see Heather Hedden's article in the previous issue of The Indexer (

This article is a result of problems that we had when we created the index on The article shows how to extend the functions of HTML Indexer by including special codes in the entries, then post-processing the generated HTML to get the final HTML. (To prevent long sentences, we use the term generated HTML to mean the output from HTML Indexer and the term final HTML to mean the HTML code that is used in the index page.)

Design objectives for the index

The design objectives for the index are as follows:

Figure 1 shows an example from the screen version of the completed index.

Part of the completed index

Figure 1. Part of the completed index

Limitations of HTML Indexer

HTML Indexer has the following limitations:


HTML Indexer generates HTML code that is consistent (unlike some help authoring tools). Therefore, changing the generated HTML programmatically is simple.

We use three basic methods:

Figure 2 shows the index entries in HTML Indexer, and Figure 3 shows the generated HTML in a web browser.

Entries in HTML Indexer

Figure 2. Entries in HTML Indexer

Part of the index from the generated HTML

Figure 3. Part of the index from the generated HTML

To create the icons in the final index (Figure 1), the macro identifies the file extension, and then creates the HTML code automatically. (Initially, we used codes in the index entries. For example, +p was changed into code to display an image that represents a PDF file.)

Hyperlinked headings with subheadings

By default, HTML Indexer does not create a hyperlinked heading if there are subheadings. You can force HTML Indexer to create a hyperlinked heading by including HTML code in the text for the heading. (The section 'Create hyperlinked common headings' on the HTML Indexer Tips and Techniques web page shows how to do this. However, the method is difficult, and is not recommended by the developers of HTML Indexer.)

One solution is to create the heading in the usual way. The generated HTML will contain a link to the web page. For each subheading, create an entry where the heading contains some additional text that shows that the entry will be deleted during post-processing, as shown in Figure 2.

See also cross-references

Usually, a see also cross-reference is part of an entry. One entry for a heading and another entry for a cross-reference from that heading is not standard indexing practice. HTML Indexer creates a separate entry for a cross-reference, as shown here:

HTML Indexer creates a separate entry for a cross-reference

The solution is to create the see also text as a subheading, as shown in Figure 4.

'See also' cross-reference as a subheading

Figure 4. See also cross-reference as a subheading

By default, the 'Sort as' entry field contains the same content as the 'X-ref heading' field, and this does not need to be changed. The <i> is HTML code that causes the text that comes after it to be displayed in italics in a web browser. The filing order of the angle bracket will cause the subheading to be at the top of the list. (To have the cross-reference on the same line as the heading requires a simple change to the post-processing macros.)

The 'Reference Text' field cannot be empty. Therefore, the field has the HTML code that ends the instruction to create italic text (</i>).

An alternative to using the <i> and </i> markup is to use codes, and to change the codes during post processing. This method allows for conversion to semantic markup (the strictly correct option), instead of hard-coding the tags for the italic text.


The method is not too complex. You must specify some easy-to-remember codes, and you must create macros to change the generated HTML (TechScribe uses Microsoft Word, but there are text editors that have macro functions). After you update the index in HTML Indexer, you must copy the generated HTML to the editing tool, run the macro, and then copy the HTML to the final index.

From a commercial perspective, visual appearance and consistency in a website are both important. Conformance to best practice shows that you value your index and the people who use the index.

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